Secretary

Description & Requirements

The Legal Secretary will deliver timely, efficient, and high-quality administrative, secretarial, and practice group-specific services to partners, associates, and others primarily across the group.

Main responsibilities:

• Manage monthly billing processes and specific client invoicing requirements, draft and circulate invoices, distribute invoices to clients, and handle necessary weekly, monthly, and quarterly reporting responsibilities for key clients
• Answer the phone, appropriately screen calls, resolve simple queries wherever possible, take and relay messages promptly, and, if necessary, redirect queries
• Create and amend typed documents such as letters, emails, memos, contracts, agreements, presentations, and pitch documents, use version control and track changes
• Support the client matter intake process
• Process expense claims and cheque requisitions
• Undertake conflict searching
• Time entry, production of narratives, creation of glossaries, etc.
• Screen and organize correspondence (with voicemail, email, and regular postal mail) in the authors' absence, and as per requests
• Support in setting up team meetings and events, and manage expenses
• Work directly with clients, develop and maintain relationships, and assist with business development activities
• Prepare Briefs to Counsel, Court books, and other administrative tasks that relate to litigation matters
• Organize couriers, conferences and functions, internal and external meetings, travel and accommodation (including rooms, car spaces, catering, invitations, etc.
• Assist with the organizing of client events, meetings, and social functions for the Practice Group
• Manage authors' calendars and schedules, and keep informed about the authors' whereabouts at all times
• Assist in preparing and distributing relevant documentation to authors before critical dates (e.g. meetings, court proceedings, settlements, etc.)
• Identify, open, generate, maintain, label, update, and close files, according to the task, author, and the Firm's requirements
• Provide relief cover on reception for lunch breaks and leave coverage
• Assist Operations Coordinator with set up/packdown for large client/internal events
• Manage various ongoing projects as required

Skills and experience:

• Previous experience in a similar role, ideally in a Law Firm or professional services environment supporting partners with substantial practices and multiple fee earners
• Litigation and court forms experience (desirable)
• Experience with the monthly billing process
• High level of accuracy and attention to detail
• A minimum typing speed of 50 wpm (90% accuracy rate)
• Excellent computer literacy in Microsoft Word, Excel, PowerPoint, and Outlook email
• Excellent customer service and client relationship skills
• iManage and Chrome River experience is preferred, but not required
• Certificate IV in Business Administration, or equivalent, is desirable
• Able to work well in a team environment

Reports to:
Partner – Dispute Resolution

Position Type:
In-Market

Development Framework:
Business Support

About us

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Additional Information

Why Baker McKenzie?

At Baker McKenzie, we are different in the way we think, work and behave. The first local, truly global law firm in Australia, we commenced operations in Sydney in 1964, in Melbourne in 1982 and in Brisbane in 2014. Our lawyers work seamlessly with our global colleagues, collectively providing a capacity of more than 13,000 people, including over 6,500 lawyers who work alongside our clients to drive growth that is both sustainable-and inclusive.

Baker McKenzie Australia can offer you access to complex, market leading matters working with some of the world's best legal minds-people who know the law and who understand business. We have an unrivalled ability to provide training and secondment opportunities across our global network. Locally, we have an inclusive culture of learning, coaching and opportunity where you will work in small teams on matters that often cross borders. We value people who think ahead and get noticed.

For more information on our benefits click here.

Our Benefits

• Financial benefits:
  competitive remuneration package, generous bonus scheme, salary continuance insurance, life insurance, salary sacrifice options, employee discounts, referral rewards, and travel insurance for you and your family
• Learning & development opportunities:
  client and international office secondments and regional and global development programs
• Flexibility:
  Hybrid and flexible working arrangements to balance your work and lifestyle
• Leave:
  26 weeks paid parental leave for all parents with no minimum service, ability to purchase additional annual leave and flexible public holidays
• Health & wellbeing programs:
  Employee Assistance Program including confidential counselling and wellbeing and financial coaching for you and your immediate family, flu vaccinations and discounted health insurance

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief, if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.